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Job description / Role
Objectives:
Responsible for assisting in the day-to-day efficiencies of the office and business. Work closely with PA to MD and MDs to aid in management and completion of secretarial and administrative tasks. Act as a first point of contact for any external queries and communication. Check and approve documents before they are filed and liaise with internal and external departments to ensure that documents contain correct and clear information for accurate execution, filing, or archiving.
Main responsibilities:
• Monitor relevant financial memos relevant to lease agreements or LOI’s “Letter of Intent ”as per department manager request, validating any information before submitting to Management
• Aid in reduction of costs through efficient management of office expenses such as stationary, supplies, etc.
• Coordinate with the relevant departments regarding payments and rents
• Highlight any issues and provide solutions when possible to the relevant manager to resolve business related issues in a timely manner
• Carry out specific projects, research, and requests by departmental managers
• Arrange and coordinate VIP airport greeter and hotels for VIP visitors in Doha and visitors travelling with MD to GCC countries.
• Acts as a liaison with other departments, clients and outside agencies, including high-level staff such as Management team, buyers and GMs. Handle confidential and non-routine information and explain policies and procedures when necessary.
• Monitor and track lease agreements for new projects, reviewing the agreements if required
• Track and record lease agreement details such as period of agreement, rent amount, etc.
• Track and record franchise agreement details
• Monitor office maintenance including office equipment
• Responsible for the registration, management, and filing of documents and the maintenance and review of the document managing process
• Support internal departments and provide them with required lease details from the agreements
• Collect and maintain files of the latest revision level documentation necessary to maintain latest versions of lease agreements, franchise agreements, commercial registrations, etc.
• Monitor expiry dates of original legal documents related to the companies
• Timely distribution of latest revision level documentation to all appropriate users and ensure that obsolete documentation is removed from distribution.
• Maintain a computer database of all filed documentation that ensures fast retrieval of documents
• Communication and process optimization of Administration Department resources
• Design, implement, evaluate and then maintain the process of work within the office to improve efficiencies and productivity
Requirements
University Qualifications: Bachelor’s Degree in Business Administration
Nature and length of previous experience:
6-8 years’ experience in a similar role or of that of Business Support/ Administration
Specialist knowledge:
• Administrative
• Archiving
• Business Acumen
• Clerical
• Communication (Verbal, Written)
• Computer Literacy
• Diary Management
• Project Management
• Results Orientation
• Travel Management
Soft Skills and Personality traits:
• Accuracy
• Analytical Ability
• Attention to Detail
• Collaboration
• Deadline Orientated
• Decision Making and Judgment
• Energetic
• Flexibility
• Interpersonal Skills
• Leadership
• Multitasking
• People Skills
• Proactivity
• Problem Solving
• Process Excellence
• Productivity
• Teamwork
• Time Management
Language Fluency: Arabic fluency is essential for the role
About the Company
Al Mana is one of the largest and most diversified groups in the region, operating over 55 companies in 8 countries and employing over 3500 personnel. Industries that we operate in include automotive distribution and services, real estate and investments, retail and luxury fashion, F&B, engineering, technology, media and entertainment. The group covers most areas of retail including luxury goods, beauty, fashion, home interiors, watches and jewellery. Operating over 300 outlets, Al Mana represents some of the largest and most successful brands in the world.